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Licensing & Safetypage 2

Planningpage 4

Programmingpage 10

Grants & Fundingpage 13

Project Deliverypage 21

What do you want to do?

Learn about BOA aviation regions Overview BOA’s licensing roleReview the BOA annual airport inspection process

Overview local, state, and federal plansUnderstand the Statewide Airport System PlanLearn about Airport Master Plans Learn about Airport Layout Plans (ALPs)Learn about Airport Hazard Zoning

Learn about JACIPUnderstand Four-Year and Twelve-Year PlansCheck program deadlines and yearly schedule

Find a grantUnderstand the grant application and award processLearn about grant payment requirementsReview grant management responsibilitiesLook at the grant close-out checklistLearn about the Real Estate Tax Reimbursement Program

Find DBE resourcesUnderstand formal vs. informal procurementReview steps of planning projectsUnderstand environmental reviewsReview steps of design projectsReview steps of construction projectsLearn about land acquisition and releaseLearn about equipment procurement

DESK REFERENCE | PennDOT Publication 405 – Aviation Development Airport Sponsor’s Guide

2

Airport licensing and safety are fundamental requirements. They are prerequisites for all other

planning, funding, and project delivery efforts.

Licensing and Safety

LicensingAll Pennsylvania airports, including private airstrips and heliports, must be licensed by BOA.

Licensed in Pennsylvania:

• 133 public airports

• 309 private airstrips

• 295 private heliports

Pennsylvania ranks fourth in the nation in the number of airports per square mile.

For details go to: •Section6.0

AirportLicensingandSafety

of:PennDOTPublication405AviationDevelopmentAirportSponsor’sGuide

and:•BOARegionsfullsizemapon

BOAwebsite

as of June 2012

Pennsylvania Airports

BOA has divided Pennsylvania into Regions. Each Region has a designated BOA Aviation Specialist, Airport Planner, and Project Manager who work closely with the airport sponsors on licensing, planning, and project management/delivery.

http://www.dot.state.pa.us/Internet/Bureaus/pdBOA.nsf/AviationHomepage?openframeset

Licensing and Safety


3

SafetyBOA conducts annual safety inspections of Pennsylvania public-use airports and landing facilities to ensure compliance with state and federal standards.

Annual Airport Inspection

Survey of Ground-Based Facilities includes:

m Runway end and edge lighting

m Runway markings

m Pavement condition

m Airport signage

m Ramps and taxiways (condition, marking, signage)

Assessment of Navigable Airspace includes:

m Obstructions to approach and departure routes

m Potential conflicts with surrounding land use

BOA conducts an annual airport

inspection.

BOA provides updates to the FAA for the

Airport Master Record and the FAA Airport

Facility Directory.

BOA submits a formal inspection letter to the airport sponsor

and the FAA, as appropriate.

Areas requiring attention or correction are discussed and form a baseline for planning, programming, and funding

recommendations.


4

The purpose of airport planning is to make an airport safer and more efficient.

Airport planning goals:

• Determining airport purpose and role and documenting demand.• Inventorying assets and providing graphic presentation of development/land use.• Establishing a realistic schedule for proposed development implementation.• Proposing an “achievable” financial plan to support proposed development.• Justifying the plan technically and procedurally to present to the public.

The Big PicturePlans are developed at the federal, state, regional, and local levels. Airport plans at all levels are integrated so that improvement projects at each airport help achieve cohesive progress toward larger goals. The intent is to maximize the benefits of available funding.

Airport Master Plan & Airport Layout Plan

Regional Airport System Plan (RASP)

Statewide Airport System Plan (SASP)

National Plan of Integrated Airport Systems (NPIAS)

• Includes public airports ofnational interest with at least10 based aircraft serving acommunity more than 30minutes from another NPIASairport.

• Determines the nature ofairport development needsof state to establish a viable,balanced, and integratedsystem of airports.

• Representation of aviationfacilities requirements tomeet immediate and futureneeds of metropolitan area.

• Outlines a program ofimprovement projectsprioritized over the next20 years.

Planning


5

PlanningStatewide Airport System PlanAnalyzes how Pennsylvania airports measure up against key criteria and helps prioritize improvements from a system-wide view

The Statewide Airport System Plan (SASP) is a comprehensive study that provides BOA with the tools to make decisions about the performance, enhancement, and promotion of Pennsylvania’s air transportation system. The role of each airport within the system is defined, and standards are established for airports of various types and categories. Projects that help airports get up to par are given a higher priority for funding.

The SASP establishes standards and criteria for airports by category and analyzes how Pennsylvania’s airports measure up.

Pennsylvania Airport Standards and Criteria by Category (from 2007 SASP)

Improvements in the “State of the System,” 2007 - 2012

Amenity/Service Commercial Service Advanced Intermediate2007 2012 2007 2012 2007 2012

Runway Length 100% 100% 100% 100% 43% 48%

Runway Width 100% 100% 100% 100% 62% 71%

Runway Strength 73% 80% 73% 100% 71% 95%

Taxiway 73% 87% 80% 93% 43% 67%

NAVAIDS 73% 93% 40% 47% 62% 76%

Approach Aids 67% 93% 33% 53% 52% 62%

Runway Edge Lights 100% 100% 100% 100% 71% 81%

Weather 100% 100% 100% 100% 52% 71%

Facilities 100% 100% 100% 100% 76% 95%

Services 100% 100% 100% 100% 57% 90%

Amenity/Service1 Commercial Service2 Advanced IntermediateRunway Length 5,000 ft 4,500 ft 3,800 ft

Runway Width ARC C-II ARC B-II ARC B-II

Runway Strength >60,000 lbs SW >30,000 lbs SW >12,500 lbs SW

Taxiway Full parallel Full parallel Full parallel

NAVAIDS 200 ft & 1/2 mile 400 ft & 3/4 mile 600 ft & 1 mile

Approach Aids Beacon, wind cone, REILS, PAPIs, MALSR

Beacon, wind cone, REILS, PAPIs, ALS Beacon, wind cone, REILS, VGSIs

Runway Edge Lights HIRLs HIRLs or MIRLs MIRLs

Weather ASOS/AWOS ASOS/AWOS ASOS/AWOS

Facilities FBO, phone, bathroom, jet fuel, repairs, ground transportation

FBO, phone, bathroom, jet fuel, repairs, ground transportation

FBO, phone, bathroom, jet fuel, repairs, ground transportation

Services Aircraft & auto parking, storage, terminal

Aircraft & auto parking, storage, terminal

Aircraft & auto parking, storage, terminal

1Amenity/Service criteria categories are from the 2002 SASP2 Commercial Service airports must also have a CFR Part 139 Class I, II, or III Certification

Note: Details on all five airport classifications, including “Basic” and “Limited,” are provided in the full SASP, available on the BOA website.


6

Planning

several chapters, including:

Airport Mission, Goals, and Objectives

Environmental Impacts

Updated Airport Layout

Plan

Capital Improvement

Plan

Financial Feasibility

Study

Inventory of Existing

Conditions

Demand Forecast

Statement of Facilities

Requirements

Alternatives

Airport Master Plan

• developed through robust stakeholder and public involvement

• considers airport needs in the near-term (within 5 years), mid-term (within 10 years), and long-term (within 20 years)

Airport Master PlanOutlines a program of improvement projects prioritized over the next 20 years

Required Airport-Level (Local) Plans

m Airport Master Plan

m Airport Layout Plan

See Programming section for Capital Improvement Plan, Transportation Improvement Plan, and Four-Year Plan.


7

Planning

• Airport’s plan—but an official federal document

• Must be on file with BOA to be considered for funding

• Only development depicted on an approved ALP is eligible for federal funding

• Approved by the airport sponsor and the FAA/BOA via the State Block Grant Program

• A public document that is updated every 5 to 10 years

• Facilitates planning and programming, community and airport land use decisions, and protection of airspace

Airport Layout Plan (ALP)Depicts existing facilities and proposed development

Airport Layout Plan

3 to 14 sheets, including:

3 to 14 sheets included in ALP drawing set:

For details go to: •Section3.1.1

AirportLayoutPlans

•Section3.1.2AirportMasterPlans



8

Planning

Airport Hazard ZoningAirport Hazard Zoning is an important planning tool designed to protect critical airspace around an airport.

Why is Airport Hazard Zoning important?• To preserve Pennsylvania’s links to the national air transportation network.

• To maximize the economic impact generated by local airports and the business resources they bring to a community.

• To preserve open space as a public asset and provide a measure of safety on and around the airport.

• To comply with Pennsylvania’s Airport Zoning Act 164 of 1984 which requires municipalities to regulate the height of objects near airports.

Airport hazard zoning includes identifying “Part 77 Surfaces,” shown above and on the following page. These angled geometric planes indicate the maximum height of buildings and other obstructions surrounding the airport to facilitate safe approaches and departures.


9

Planning

Airports accepting aviation grant funding are required to take appropriate action, to the extent reasonable, to work with their communities to adopt airport hazard zoning and promote compatible land use.

For details go to: • Section3.1.3

AirportHazardZoningandCompatibleLandUse


and:• BOAwebsite>Planning&Zoning

>AirportZoningandCompatibleLandUse

PRIMARY

TRANSITIONAL

TRANSITIONAL

APPROACH

APPROACH

HORIZONTAL

HORIZONTAL

CONICAL

0119

0422

4422

0119

0422

WHITE

CHERRYHILL

RAYNE

INDIANA

BRUSH VALLEY

ERNEST

WASHINGTON

CLYMER

CREEKSIDE

Indiana County

Legend

Part 77 Surfaces

Municipal Boundary

County Boundary

Road

0 0.5 1 1.5Miles

Airport Surface Areas

Created by URS Corporation on behalfof PennDOT Bureau of Aviation

March 10, 2010

Draft: Preliminary Use Only

1 in = 0.7 miles

http://www.dot.state.pa.us/Internet/Bureaus/pdBOA.nsf/AviationHomepage?openframeset


10

Programming uses airport planning to develop a prioritized list of projects that can be completed with available funding.

Airport programming involves collaboration among BOA, FAA, airports, and consultants to:

• Verify that proposed projects are eligible for federal/state funding.• Ensure projects are consistent with the goals of various plans.• Scope, score, and rank priority projects.• Balance costs and benefits to produce the greatest value with limited funds.

JACIP – Joint Automated Capital Improvement ProgramA web-based tool to help track Pennsylvania’s aviation programming

JACIP is used by airport sponsors, BOA, and FAA to manage their interrelated planning and programming responsibilities.

For details go to: • Section3.2.1Program

ManagementSystem-JACIP

and: • JACIPUserGuide

• jacip.dot.pa.gov


JACIP is…. • an aviation project programming tool with many automated

features such as project coding and scoring capabilities.• a simplified, user-friendly data entry port for electronic

submission of Twelve-Year Plans and Datasheets.• an Internet database application that tracks, analyzes, and

reports on airport capital improvement data as well as other planning-related information such as airport facility and services inventory.

• an efficient mechanism to share real-time information onairport development needs and proposed projects included in the Four-Year Plan.

• a flexible report generator for both individual airport orstatewide analysis.

• a repository of state system plan and zoning information.

Programming

ftp://ftp.dot.state.pa.us/public/bureaus/aviation/JACIPuserguide.pdf

https://jacip.dot.pa.gov


11

Programming

Eligible local projects become part of BOA’s statewide FYP and TYP, competing with other Pennsylvania airport projects for funding.

State Programming – Twelve-Year and Four-Year Plan Programs (TYP/FYP)There are TYPs and FYPs at the local and state levels. These “plans” are actually programs.

Airport Twelve-Year Plan

Years 1-41 project details

2 project details

3 project details

4 project details

5 project details

6 project details


8 project details

9 project details

10 project details

11 project details


13 project details

14 project details

15 project details

16 project details

17 project details

18 project details

19 project details

20 project details

(no specific number of projects)

Pennsylvania Twelve-Year Plan

Years 1-4project project project project project project

project project project project project project

































Airport Four-Year Plan

Statewide Four-Year Plan

Capital Improvement

Plan

Airport Master Plan

Airports work with BOA to develop Twelve-

Year Plans based on needs identified

in their Capital Improvement Plans.

An airport’s Twelve-Year Plan is a prioritized list of its projects and funding needs over the next 12 years.

An airport’s Four-Year Plan is the first four years of the Twelve-Year Plan—the top priority projects that are ready to move forward. These projects compete for funding and inclusion in the statewide Four-Year Plan. They are ranked by BOA using BOA criteria and FAA National Priority Rating Criteria.


12

Programming

JANUARY2. Development

BOA uses airport TYPs & FYPs to develop the statewide Four- Year Plan, ranking projects according to the FAA’s National Priority Rating criteria and BOA’s selection criteria.FEBRUARY

MARCH3. Verification

Airport sponsors and planning partners review and comment on the draft FYP.

APRIL4. Approval

The updated and verified FYP is presented to PennDOT’s Program Management Committee and the State Transportation Commission for approval.MAY

JUNE

JULYGrant offer and award process begins

1. Planning and SubmissionBOA conducts annual mandatory planning sessions each fall with airport sponsors wishing to apply for federal and/or state aviation grant funding.

Airport sponsors develop and refine their Four- and Twelve-Year Plans, which include complete and accurate cost estimates and other project details.

AUGUST

SEPTEMBER

OCTOBER

NOVEMBER

by December 1 - Airport sponsors submit their Four- and Twelve-Year Plans to BOA via JACIP

DECEMBER

BOA Annual Programming ScheduleThe state-level Twelve-Year and Four-Year Plans (TYP/FYP) are updated and reprioritized every year.

START The process begins in late summer

Programming must be “fiscally constrained,” meaning total project costs must not exceed total expected funding.


• BOA administers three grant programs and a real estate tax reimbursement program.• Grants are for public-use airports only.

Grant State Block Grant Program (SBGP)

Aviation Development Program (ADP)

Capital Budget Program

Also Known As Airport Improvement Pro-gram (AIP)

Transportation Assistance Program (TAP)

What is the funding source?

Taxes collected nationally on airline tickets, freight waybills, international departure fees, and aviation fuel sales deposited into the FAA Trust Fund.1

Taxes collected on jet fuel sales deposited into Penn-sylvania’s Aviation Restricted Account

Commonwealth’s General Fund’s Transportation As-sistance Program

Who is eligible?

Non-primary General Avia-tion Airports included in the National Plan of Integrated Airport Systems

Public-Use Airports Public-use/publicly-owned airports with active Capital Budget Act projects

How are proposed projects evaluated?

FAA Order 5100.39, Airports Capital Improvement Plan, and FAA Order 5100.38C, The Airport Improvement Program (AIP) Handbook

Provisions of the Aviation Code (74Pa.C.S. Part II), BOA’s aviation grant regu-lations, and State Project Selection Criteria Guidelines

Provisions of the Aviation Code (74Pa.C.S. Part II), BOA’s aviation grant regu-lations, and State Project Selection Criteria Guidelines

What is the funding split?

Funds may be allocated up to 90 percent of the total cost of an eligible project at an SBGP airport.

Funds may be allocated up to 90 percent of the total cost of an eligible project, or 50 percent of the non-federal share of a federally funded project.2

• Federally eligible projects: up to 75 percent of non-federal share

• Non-federally eligible projects: up to 50 percent of the project cost

What is the deadline for requesting funding? December 1 via JACIP December 1 via JACIP December 1 via JACIP

What is the funding fiscal year? October 1 to September 30 July 1 to June 30 July 1 to June 30

When is the funding typically available?

in spring of fiscal year July July

When are Tentative Allocations (TAs) sent? March/April July September/October

What is the length of the grant? 3 years 3 years 3 years

Overview of Grant Programs

Grants and Funding

1Airport Improvement Program (AIP) is the source of SBGP funds.290 percent funding is generally reserved for approved “Safety” related projects. “Non-safety” projects are generally limited to 50-75 percent of the project cost.

13

ftp://ftp.dot.state.pa.us/public/bureaus/aviation/Project Selection Criteria.pdf





14

Grants and Funding

Planning

• Airport Master Plans

• Airport Layout Plans

• Feasibility studies

• Benefit/cost analyses

• Environmental studies

• Noise and land use studies

• Wildlife hazard assessments

Airport Development and Improvement

• Construction, Improvement, or Repair of airport facilities, such as runways, taxiways, aprons, lighting, public areas of terminal buildings, other building structures for airport operational use, access roads, and airport navigational facilities

• Safety-related projects such as obstruction removal

Land Acquisition• Land acquisition required for eligible airport development

• Land interests required for approach and clear zone purposes

Pavement Maintenance/Rehabilitation

• Crack sealing

• Patching

• Seal coating

• Pavement repairs

• Joint sealing, including sealing equipment

Eligible ProjectsProjects eligible for funding under BOA-administered aviation grant programs generally include:

Ineligible projects:• Emergency planning

• Landscaping, unless an incidental part of an eligible project

• Buildings for non-aviation use

• Routine airport or building maintenance projects other than the pavement maintenance or rehabilitation noted above


15

Grants and Funding

dotGrantsPennDOT’s web-based tool to manage grant offers, awards, and payments

The electronic grant management system was designed to assist applicants in effectively organizing and managing online grant and grant-like requests for funding, allocation, and distribution.

To access dotGrants go to: •www.dot34.state.pa.us


GrantManagementSystem


www.dot34.state.pa.us


16

Grants and Funding

Airport sponsor prepares project datasheet and submits via JACIP.

Projects are moved by BOA from JACIP to dotGrants to start grant process.

BOA sends Tentative Allocation (TA) notice via dotGrants and certified mail. TA includes

tentative grant amount and lists grant prerequisites.

Airport sponsor provides BOA the TA requirements via dotGrants.

BOA issues Grant Offer via dotGrants and certified mail.

Airport sponsor formally accepts Grant Offer and its conditions.

BOA reviews Grant Offer acceptance for completeness and awards the grant.

Grant Tentative Allocation and Award Process

Project datasheet includes:• Narrative with project description, purpose

and need, method of accomplishment, and anticipated benefits

• Refined cost estimate

• Sketch depicting proposed development

Grant Offer includes:• Grant Agreement

• Forms: Prospectus, Project Cash Flow, Project Schedule

• Federal and State Grant Assurances

Tentative Allocation prerequisites include:• Environmental clearances received

• 7460 airspace determination complete

• Local permits secured

• Other prerequisites, including bids, completed

Actual signatures are required only on the authorization resolution letter. Electronic signatures are accepted for all other grant documents.


17

Grants and Funding

As project costs are incurred, Airport Sponsor submits Request for Reimbursement (RFR)

via dotGrants.

BOA approves RFR and makes electronic payment.

Airport sponsor must pay its consultants and contractors within

30 days of receipt of payment.

Grant Payments

Request for Reimbursement includes:

• Invoice Certification Form

• Project Cost Summary Form

• Indication of whether it is the final payment

• Payment Voucher Form

typically within 30 days


DatasheetandTentativeAllocation

•Section4.1.3GrantOffer/Agreement

•Section4.1.4GrantPayments


Additional documentation is required for planning, development, land acquisition, and force account reimbursement requests.


18

Grants and Funding

For details go to: •Section4.2GrantManagement


m Maintain project-specific accounting records.

m Establish separate non-interest-bearing bank account (grant money doesn’t mix with operating funds).

m Retain all project financial documents for three years.

mKeep records demonstrating compliance with grant require-ments for involvement of Disadvantaged Business Enterprises, Minority-Owned Business Enterprises, and Woman-Owned Busi-ness Enterprises (DBE/MBE/WBE).

Grant ManagementAirport sponsors must keep detailed records on costs, grant funding received, and how the money was spent. BOA or the FAA may audit project records.


19

Grants and Funding

m Record drawings (for construction projects)

mCertifications—Sponsor Certification of Real Property Acquisi-tion and/or Sponsor Certification for Construction Project Final Acceptance

m Revised Property Map and copy of recorded deeds (for land/easements)

m Summary of test results

m Property accountability (inventory of equipment purchased with a grant)

Grant Close-OutCertain items must be submitted to BOA at administrative close-out of the project:


Grant/ProjectClose-Out

•Appendix8.5GrantAssurances–Federal

•Appendix8.6GrantAssurances–State



20

Grants and Funding

Real Estate Tax Reimbursement ProgramAllows for annual reimbursement of local real estate taxes paid by qualifying public airport owners

Airport sponsor submits a reimbursement request via dotGrants, including:

• Sketch delineating aviation-related areas

• A figure of the total acreage for which reimbursement is requested

• Copies of county, municipal, and/or school district tax receipts

BOA issues Grant Offer via dotGrants.

Airport sponsor formally accepts Grant Offer and its conditions.

Airport enters into a Grant Assurance agreement with BOA.

How to Apply

What can be reimbursed?Local real estate taxes on the portion of airport property with direct aviation use

What is the funding source?PA Aviation Restricted Account, which is funded through the aviation fuels sales tax

What is the deadline?February 1 for taxes paid in the previous calendar year

For details go to: •Section2.2.4RealEstateTax

RebateProgram



21

Project delivery means moving forward to complete a capital improvement project, from detailed planning

through design and construction.

Disadvantaged Business Enterprise (DBE) RequirementsAirport sponsors must comply with state and federal requirements for involving disadvantaged businesses in project delivery. Compliance is a condition of grant funding.

Program and Source of Information

mDisadvantaged Business Enterprise (DBE)FAA Office of Civil Rights and PennDOT Bureau of Equal Opportunity, DBE/Title VI Division

mDBE, Small Business Element (SBE)PennDOT Bureau of Equal Opportunity, DBE/Title VI Division

mMinority-Owned/Woman-Owned Business Enterprise (MBE/WBE)Pennsylvania Department of General Services (DGS), Bureau of Small Business Opportunities

m Equal Employment Opportunity (EEO)PennDOT Bureau of Equal Opportunity

PennDOT’s Bureau of Equal Opportunity can provide overall compliance information.

Project Delivery

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22

Project Delivery

ProcurementProfessional services such as planning, engineering, construction, legal, appraisal, or audit are either procured through formal or “informal” selection.

Formal Selections for Professional ServicesAirport sponsor must:

m Establish a selection board.

m Develop selection criteria with rating factors.

m Publish a solicitation announcement.

m Engage a consultant to develop an Independent Fee Estimate (IFE).

m Shortlist and rank qualified firms.

m Begin negotiations with first choice firm, using IFE as starting point.

m Submit a record of negotiations to BOA.

m Submit a draft Engineering Services Contract for BOA review and revise as needed.

m Submit executed Engineering Contract and Engineering Contract Checklist to BOA.


23

Project Delivery

“Informal” Selections for Professional ServicesAirport sponsor should:

m Develop a scope of services.

m Identify three firms or suppliers.

m Negotiate with best qualified firm.

m Submit proposed contract to BOA for approval.

Contracts may qualify for informal selection if less than $100,000 and not part of a larger contract.

All contracts must contain specific provisions to meet funding requirements. Contracts and agreements should always be approved by BOA before being executed.


ConsultantSelection-EngineeringAgreements



24

Project Delivery

Planning Projects

Airport planning projects may include:

• Master Plan Reports

• Airport Layout Plan Updates

• Site/Alternatives Selection Studies

• Environmental Studies

• Obstruction Studies

• Benefit/Cost Analysis

• FAR Part 150 Noise Studies (FAA retains oversight)

Grant submission completed by airport sponsor and conditional offer notice

received from BOA.

BOA and airport sponsor hold scoping meeting to define the project and

discuss schedule and budget.

Airport sponsor completes consultant selection, following specified “formal” or

“informal” processes.

Draft contract is submitted to BOA for approval, revised as needed, and

executed.

BOA issues Notice to Proceed to airport sponsor, which issues a

Notice to Proceed to the consultant.

Airport sponsor holds kick-off meeting with consultant, BOA, and other interested

parties.

Initial Administrative Steps Technical Steps for Master Plan/Airport Layout Plan Projects


PlanningProjects

•ALPChecklist



25

Project Delivery

Develop forecasts

Inventory airport infrastructure

Develop alternatives

Determine facility requirements

Develop Airport Layout Plan

Submit Draft Final documents to BOA

Prepare and submit final documents (electronic and hard copy)

Prepare environmental findings/overview

Technical Steps for Master Plan/Airport Layout Plan Projects


PlanningProjects


Forecasts are a formal step in the process and must be approved by BOA before the sponsor can proceed to the next step.

All ALPs must be developed in accordance with FAA’s new GIS guidelines.

ALPs are official documents that must be “approved” by the FAA or SBGP designee. Changes to airfield and ALP must be annotated with an official Pen & Ink change and approved by BOA.


26

Project Delivery

Technical Steps for ENVIRONMENTAL REVIEW AND CLEARANCES

as part of project delivery

Conduct environmental studies

Develop preliminary design

Prepare NEPA documents

Complete final design

Receive NEPA clearance

NEPA Clearance must be granted before final design begins.

Environmental reviews fall into three categories, from relatively simple to in-depth, depending on the severity of environmental impact expected:

• Categorical Exclusion - Granted to actions or projects that do not individually or cumulatively have a significant effect on the human environment.

• Environmental Assessment - Prepared for actions that do not qualify for a Categorical Exclusion and do not appear to have significant impacts that would require an Environmental Impact Statement.

• Environmental Impact Statement - An EIS is prepared for proposed major federal actions or projects significantly affecting the environment. Following an EIS, a Record of Decision (ROD) is issued allowing the project to move forward under specified conditions or disallowing the project.

Environmental ReviewAll actions that are federally funded must undergo environmental review according to the provisions of the National Environmental Policy Act of 1969 (NEPA).

A periodic review or audit of an airport’s overall environmental compliance program is vital for maintaining compliance with NEPA and continuing to qualify for federal funding.


27

Project Delivery

Design ProjectsDesign projects involve specific milestones.

Airport sponsor receives Tentative Allocation letter from BOA and completes

other grant execution steps.

The selected consulting engineer conducts a preliminary site investigation, conceptual

design, and environmental overview.

Airport sponsor submits project scope via FAA Aviation Geographic Information System

(AGIS) site.

Airport sponsor conducts a pre-design meeting with consulting engineer and BOA.

FAA may attend.

BOA and airport sponsor conduct a 75% complete design review and/or meeting.

Submittal includes a preliminary Engineer’s Report and cost estimate.

Design documents and Engineer’s Design Report submitted to airport

sponsor.

Airport sponsor submits design documents and Engineer’s Design Report

to BOA for approval.

The purpose of the pre-design meeting is to discuss the scope of work, design approach, methods, funding eligibility, safety considerations, schedule for design reviews and deliverables, and other items necessary for a successful project.

design work conducted up to 75% complete

design work completed


DesignProjects



28

Project Delivery

Engineer’s Design Report - The Big Picture

mCover letter transmitting the report to BOA, highlighting any modifications that require approval.

m General analysis of the project.

m Reason for the design choices.

mExplanation and justification of modification of FAA and/or PennDOT standards, if applicable.

m Detailed construction cost estimate for each line item.

An Engineer’s Design Report is required for each BOA-funded airport development project as established in the consulting engineer’s scope of work.

Engineer’s Design Report typically addresses:• Project data

• Site information

• Description of work

• Vertical alignment and transverse grades

• Condition of existing pavement

• Subsurface conditions

• Summary of test data

• Pavement design

• Site preparation

• Bulletins and Advisory Circulars

• Drainage design

• Structural design

• Lighting

• Runway marking

• Turfing

• Modification to Standards

• Sequence of Construction

• Sources of Material

• Availability of contractors

• Non-SBGP or ADP items

• Work by others

• Engineer’s estimate

• Environmental considerations

• Contract time

• Liquidated damages

• Construction inspection and testing

A timely Engineer’s Report allows BOA to review and coordinate the design rationale, assumptions, standards, and modifications early in the design phase, and allows the engineer to make revisions without delaying the schedule.

Engineer’s Design Report


29

Project Delivery

The responsibility for project design in conformance with FAA and/or PennDOT standards and requirements rests with the airport sponsor and its consulting engineer.

Airport sponsor forwards MOS approval request to BOA.

BOA reviews and transmits the MOS request, with its recommendation, through the Airport District Office (ADO) to the FAA

Eastern Region.

The MOS action determination is transmitted from FAA Eastern

Region to BOA.

BOA forwards the FAA MOS determination to the proponent, updates the ALP, and includes

a copy in project file.

Modification of Airport Design Standards (MOS)If the site or other considerations make conforming with state and federal standards impossible or unreasonable, modification of standards (MOS) may be requested through this process.


Engineer’sDesignReport

•Section5.4.4ModificationtoDesignorCon-structionStandards



30

Project Delivery

Construction ProjectsSteps can vary, but typically include:

Prepare construction plans and specifications and environmental documentation

Develop safety and phasing plan

Prepare bidding (contract) documents, conduct bid

Execute construction contract

Issue Notice to Proceed

Hold pre-construction conference

Conduct final inspection and certification

Final Acceptance Certification

Submit Airport Sponsor Certification for Project Plans and Specifications to BOA

Project is constructed

The BOA Design and Construction Project Checklist helps airport sponsors follow the steps in design and construction projects.

The checklist is intended for use with projects such as:

• Runway rehabilitation and construction

• Taxiway rehabilitation and construction

• Apron rehabilitation and construction

• SRE buildings

• Fuel facilities

• Hangars

• ARFF buildings

• Terminals

• RW/TW lighting

• NAVAIDS

• Obstruction removal

• Lighting and marking of obstructions

• Storm water management

• Access roads

• Utilities

• Waste water treatment plants

• Environmental mitigation projects

• Beacons

• Airfield marking

• Fencing

• AWOS


31

Project Delivery

Construction Safety

Construction Safety BEFORE CONSTRUCTION

mDevelop Safety and Phasing Plan in accordance with FAA standards, include the plan in design documents, discuss at pre-design meeting

m Airport Sponsor Certification for Project Plans and Specifications (BOA form)

m Submission of FAA Notice of Proposed Construction or Alteration (7460), receipt of FAA Airspace Determination

m Coordination with FAA, BOA, owner, ATA, airlines, tenants

m Identify individual responsible for maintaining Notices to Airmen (NOTAM)

Construction Safety DURING CONSTRUCTION

m

Proactive coordination, using approaches such as:

• Pre-construction meeting• Owner/Tenants/Operations/FAA ATC/AF coordination

meetings• Airlines/cargo coordination meetings• Weekly construction meetings• Contingency plans• Periodic construction progress reports to FAA and/or BOA as

determined at the pre-construction conference• NOTAMS maintenance• Implementation/follow-up of safety and phasing plans

Construction Safety AFTER CONSTRUCTION

m Inspection of work prior to opening

m Coordination with FAA, BOA, owner, tenants

m Cancellation of NOTAMs

m Update of signage plans/airfield charts

• FAA Air Traffic Control (ATC)

• FAA Navigational Aids (NAVAIDS)

• Airlines

• Air National Guard/Army National Guard operations

• Airfield operations

• Part 77 Surfaces

A Safety and Phasing Plan should address impacts to:


32

Project Delivery

Preconstruction Conference

Who attends the pre-construction conference?

• A representative of the airport sponsor

• The airport manager, or operations officer, and Air Rescue firefighting personnel, where applicable

• Local permitting/approval agencies such as DEP, County Conservation District, planning commission, etc.

• The Project Manager/Engineer for the airport sponsor’s consulting engineer

• The Resident Project Representative who will be on site during construction

• The contractor’s and subcontractor’s superintendents

• The testing lab representative, as appropriate

• Airport users, including:

• FBOs, where applicable

• Airline station managers, where applicable

• An Air Transport Association (ATA) representative, where applicable

• Military representative, where applicable

• Airport users association representative

• FAA representatives, where applicable

• BOA Regional Project Manager

What topics are covered?

• Scope

• Agenda

• Airport Sponsor/Consulting Engineer/Contractor/Funding Agency Responsibilities

• Execution of Contract

• Insurance Certificates

• Project Staffing

• Civil Rights Requirements

• DBE Requirements

• Subcontracting Approvals

• Material/Supplier Approvals

• Inspection and Testing Procedures

• Project Schedule

• Limits of Work

• Utilities (invite impacted utility companies)

• Water Supplies/Usage

• Project Estimates (dollars/time)

• Maintenance of Traffic (on-airfield and off-airfield)

• Safety

• Environmental Considerations and Mitigation

• Labor Compliance

• Unique Special Provisions (responsibility for issuance of NOTAMS)


33

Project Delivery

Resident Project Representative (RPR) Role

The airport sponsor’s engineer normally provides general observation for the construction phase of the project, and the airport sponsor must assure that the Resident Project Representative provides the full time observation needed, as applicable, during the project.

mMonitor performance of the contractor, require correction of work that does not meet requirements of plans and specifica-tions, and report serious problems to the airport sponsor and consultant.

m Determine test locations, coordinate and observe testing.

m Interpret plans and specifications.

m Resolve minor problems.

m Maintain project records.

m Review and approve requests for payments to the contractor.

m Conduct day-to-day construction observation.

m Prepare Construction Progress and Inspection Reports.

m Maintain a Resident Project Representative’s daily diary.

m Maintain up-to-date records on amount of work performed and quantities of materials in place in accordance with contract.

m Ensure the airport sponsor is provided weekly contractor pay-rolls for periodic review to ensure correct wages are being paid.

m Contact the airport sponsor’s consulting engineer for advice and assistance when needed and when major problems arise.

m Recommend to the consulting engineer when a change order or supplemental contractor agreement is required.

m Ensure the contractor is following his Quality Control Plan.

Construction oversight is one of the most critical elements for effective project management.


34

Project Delivery

Airport sponsor construction management responsibilities

The airport sponsor is responsible for monitoring engineering and contractor performance during the project to assure that time schedules are being met, performance goals are being achieved, and there is compliance with all terms and conditions of the contractual agreements.

m Notify BOA of any conditions or events that may affect the proj-ect schedule.

mNotify BOA if project costs are anticipated to be over or under the budget by more than $5,000 or 5% of the grant agreement amount.

m

Notify BOA if faulty design or construction is discovered and take the following action:• Determine the cause of the problem.

• Require the contractor to correct deficiencies.

• Report contractor’s progress in correcting deficiencies to BOA.

m Submit any proposed change orders or supplemental agree-ments to BOA for approval prior to execution or work initiation.


ConstructionManagementProcedures



35

Project Delivery

During construction, BOA will monitor:

m Job Mix Formula reports and approvals (JMFs are approved in writing by the airport sponsor’s consulting engineer).

mTest results and summary included in the progress report. Cop-ies of test results must be submitted to BOA before final accep-tance.

mThat the contractor’s quality control plan is reviewed and ap-proved by the airport sponsor’s consulting engineer, and the Resident Project Engineer is verifying that the contractor is fol-lowing the plan.

m

BOA Regional Project Manager will conduct site visits to check:• construction progress• safety phasing precautions• contractor methods• status of NOTAMs• erosion and dust control measures• Resident Project Representative records• wage rates and EEO information posted

m That the consulting engineer’s project manager is making regu-lar site visits and submitting proper records and documentation.


ConstructionManagementProcedures



36

Project Delivery

Final Inspections and CertificationA final inspection is required for all development projects.

Who attends the final inspection?• Representative of the airport sponsor and/or airport management

• Airport sponsor’s consulting engineer and RPR

• Representatives of the FAA (where applicable)

• Contractor (possibly major subcontractors)

• BOA Regional Project Manager and Regional Planner or Aviation Specialist as appropriate

Records Reviewed at Final Inspection

m A summary of acceptance test results, including contractor pen-alties, bonuses, etc.

m A record of the contract performance time and liquidated dam-ages incurred or extension granted.

m A financial summary of the total expected costs by category (administrative costs, engineering costs, construction, etc.)

After Final InspectionThe airport sponsor submits to BOA:

m Final inspection report

m Airport Sponsor Certification for Construction Project Final Acceptance (BOA form)

m Acceptance of Construction Work by Airport Sponsor (BOA form)


37

Project Delivery

Land AcquisitionAcquiring land for airport projects requires professional services and specific administrative steps in addition to the actual purchase of land.

Professional Services selection

Execute contract

Issue Notice to Proceed

Complete Environmental Due Diligence Audit, Property Survey, and Appraisals, as required

Institute relocation procedures

Conduct NEPA clearance, as required

Institute condemnation procedures, if required

Title certificate and proof of recorded deed sent to BOA

Update property map/ALP

Two independent appraisals and one review appraisal are required.

Property is purchased

Use of federal funds for land obligates the airport to operate and remain open as an airport in perpetuity.


LandAcquisition-LandRelease

•LandAcquisitionProjectFileChecklist(Appendix8.4.4)



38

Project Delivery

Land ReleaseSale of airport property that is no longer needed must be executed according to these steps:

Airport sponsor submits a written request to BOA for the release of airport property.

If the property is federally obligated, additional information will be requested

by BOA, including a Deed of Release.

Release request is subject to FAA approval, which will include an airspace review.

Airport sponsor submits a revised property map to BOA showing proposed change.

Airport sponsor submits Categorical Exclusion Checklist to BOA for environmental determination

of the proposed usage of the land.

Airport sponsor sends ALP revision to BOA for initial approval.

Federal proceeds are returned to the FAA, state proceeds are returned to the Commonwealth.

Title certificate sent to BOA

Property must be sold at Fair Market Value. Deed restrictions prevent land uses that conflict with airport operations.

Property is sold


39

Project Delivery

Equipment AcquisitionGrant-funded equipment purchases may include:

• Safety equipment, such as ARFF (Airport Rescue and Fire Fighting) vehicles

• Security equipment required by FAR Part 107

• Snow and ice control equipment

• Friction measuring devices

Normally equipment requiring installation is part of a construction contract.

Consultant selection, if required

Execute consultant contract, if required

Develop specifications

Conduct bidding using Competitive Sealed Bids

Award and execute contract

Complete and submit Equipment Specifications Review Checklist

Conduct final inspection and certification, including Acceptance of

Equipment Procurement Form and Equipment Inventory Form

Normally airports use a direct procurement method, but in some cases a consultant may be involved.

Reference the appropriate FAA Advisory Circulars in developing specs. Ensure that specifications encourage several bids.

BOA recommends that the Cooperative Purchasing Program (COSTARS) be the first option for equipment acquisition.


EquipmentAcquisition

•COSTARS


http://www.portal.state.pa.us/portal/server.pt/community/costars/1272

Detailed information is provided in

PennDOT Publication 405

Aviation Development Airport Sponsor’s Guide

Documents

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